Mortgage / Finance Virtual Assistant

Job Description Company Type: Finance / Mortgage Broking Business Hours: 20 hours per week (approx. 4–5 hours/day) Schedule: Monday, Tuesday, Thursday, Friday (Wednesday off preferred) Time Zone: Perth, Australia (AWST) – aligned working hours required Start Date Target: Immediate (as early as Monday if possible) Communication Tool: Microsoft Teams (primary), email, possibly WhatsApp (support) ROLE OVERVIEW We are seeking a highly detail-oriented Mortgage / Finance Virtual Assistant with experience in broker support, loan processing, and CRM/data entry systems . The VA will support a busy mortgage broker in managing client applications, updating loan files, preparing and maintaining documentation, and ensuring all broker systems are accurately updated and compliant. This is a fast-paced, analytical, and systems-heavy role that requires accuracy, confidentiality, and strong understanding of mortgage broking workflows. CORE RESPONSIBILITIES Mortgage & Broker Support Tasks Assist with end-to-end mortgage application processing Enter and update client details, loan files, and application data Send client onboarding links and collect required documentation Follow up with clients for missing requirements and supporting documents Maintain and update loan progress across broker systems Assist in loan servicing calculations and financial data entry Monitor application status and ensure timely progression of files CRM & Systems Management Use multiple broker systems including: Mercury (primary CRM system) Connective (aggregator platform) AOL (industry broker system) Navigate system prompts for: Client onboarding File updates and loan tracking Document uploading and record keeping Ensure all client data is accurately encoded and updated in real time Client Coordination & Admin Support Communicate with clients via system-generated links and emails Conduct follow-ups for missing information or pending documents Support broker with daily operational admin tasks Maintain organized digital records for each client file Respond to internal updates via Microsoft Teams Reporting & Communication Provide updates via Teams during working hours Collaborate closely with broker on file-specific instructions Participate in real-time clarifications for complex cases Ensure accuracy and completeness of all submitted work REQUIRED SKILLS & EXPERIENCE Must-Have: Prior experience as a Mortgage Broker Assistant / Finance VA / Loan Processor Familiarity with mortgage workflows and documentation requirements Experience using CRM or broker systems (Mercury, Connective, Planline or similar) Strong data entry and analytical skills Excellent attention to detail Ability to work independently with minimal supervision Strong communication skills (written English) Preferred: Australian mortgage industry experience Exposure to loan servicing calculators Experience working in broker aggregator environments Previous remote VA experience TOOLS TO BE USED Mercury CRM system Connective platform Planline broker system Microsoft Teams (daily communication) Email (client communication) Internal broker calculators/tools WORK STYLE & EXPECTATIONS Must be comfortable working in real-time, guided tasks via Teams Must follow system-driven workflows (built-in SOPs per platform) Must be responsive during agreed working hours Must maintain confidentiality at all times Must be highly organized and detail-oriented End-of-day reporting required (task summary + progress updates) SECURITY & COMPLIANCE NDA required prior to onboarding Access to systems will be provided via secure logins Option for company email access or monitored internal email system Strict confidentiality of client financial data is required